704-23161B - Facility Duress & Access Controls Services

Eastern State Hospital, a Commonwealth of Virginia agency in Williamsburg, is requesting sealed bids for annual maintenance and repair services on facility duress and access control systems under IFB 704-23161B, with bids due September 25, 2026 at 3:00 PM and mandatory attendance at a pre-bid conference on September 11 at 10:00 AM. The solicitation is set-aside for DSBSD-certified small businesses with preference to Virginia-based companies.

The scope encompasses routine quarterly maintenance inspections, on-call troubleshooting during normal business hours (Monday–Friday, 7:30 AM–4:00 PM), and 24/7 emergency services with one-hour response time and two-hour on-site arrival. Equipment includes OSSI access control systems, Alcatel-Lucent network switches, card readers, electric locks, UPS systems, NVR servers, and AXIS cameras. Bidders must hold OSSI training and certification for proprietary firmware access, demonstrate Alcatel-Lucent and Actall product knowledge, and assign personnel with minimum five years' relevant experience. Required staffing includes a certified technician, account manager, technical supervisor, and dedicated 24/7 emergency contact. Contractor personnel must pass criminal background checks, drug screening, and comply with facility policies including tobacco-free restrictions and patient interaction prohibitions. Insurance requirements are workers' compensation, employer's liability ($100,000), commercial general liability ($1,000,000 per occurrence / $2,000,000 aggregate), and automobile liability ($1,000,000 combined single limit).

The initial contract term is three years with two optional one-year renewal periods. Pricing is structured as three line items: quarterly maintenance inspections, on-call hourly rates, and emergency visit fees. Bids are evaluated on lowest responsive and responsible price and delivery timeframe. Questions are due September 15 at 1:00 PM. Bids remain valid for 60 days. Commonwealth payment terms are NET 30; eVA transaction fees apply at 1% capped at $500 for DSBSD-certified small businesses or $1,500 for other businesses per order. Bidders must submit a Small Business Subcontracting Plan, State Corporation Commission form, OSSI certification documentation, and personnel resumes. Contact Brian Frost at brian.frost@dbhds.virginia.gov for technical inquiries.